Office Assistant [Peru]

 

Job #:

req22768

Organization:

IFC

Sector:

Administration/Office Support

Grade:

GC

Term Duration:

3 years 0 months

Recruitment Type:

Local Recruitment

Location:

Lima,Peru

Required Language(s):

English, Spanish

Preferred Language(s):

Closing Date:

5/29/2023 (MM/DD/YYYY) at 11:59pm UTC

Description

IFC—a member of the World Bank Group—is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2022, IFC committed a record $32.8 billion to private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity as economies grapple with the impacts of global compounding crises. For more information, visit www.ifc.org.

In addition to its investment work, IFC operates a major program of private sector advisory services projects in Latin America and the Caribbean. The objectives of the program are to promote direct investment in the private sector, build local businesses and financial intermediaries, and help improve the business enabling environment, and hence contribute to poverty reduction in LAC. IFC in Latin America is now seeking to recruit an experienced Office Assistant to be based in Lima.

The Program Assistant will report to the Country Manager and provide full range of executive support functions, to include administrative management and coordination, quality assurance (i.e. documents, processes, etc.), liaison with external officials and contacts, and general research and reference work.

Duties and Accountabilities

• Provide full logistical and secretarial support to business related activities, including: (i) organizing meetings/events/workshops, (ii) coordinating schedules taking priorities into account, monitoring and communicating changes and other information to the appropriate staff, inside and outside the immediate work unit, including IFC stakeholders, (iii) maintaining up-to-date work project and other files (both paper and electronic) and (iv) translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English and local language, (v) assisting in preparation of various presentation materials in power point, and arranging travel schedule.
• As the first line of contact with an extensive network of contacts, both internal and external visitors, callers and dignitaries, the Office Assistant will be expected to exercise judgment, tact and discretion in answering and or redirecting inquiries to appropriate sources and in dealing with sensitive or highly confidential matters, making decisions when multiple courses of action are possible.
• Assist clients and partners in implementation of marketing and communications plans/ strategies for Program. This includes assisting in development of content for brochures, press kits, web pages and other channels.
• Undertake ad hoc inquiries in standard and non-standard databases. Retrieving, maintaining and presenting data.
• Attend meetings, drafting minutes and ensuring timely clearance and distribution.
• Handle administrative and logistical arrangements for various events, such as senior official visits, visiting missions, conferences, workshops, retreats. Ensure timely submission and review of briefing materials and appropriate follow-up actions.
• Identify and resolving diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining an appropriate application.
• Serve as an information resource on status of project/products (e.g. procurement, contract management, portfolio monitoring & reporting) and drafting a variety of correspondence.
• Attend meetings and participating in field work and other program activities as may be required by the Manager.
• Initiate and coordinate all aspects of the Country Manager’s travel schedule (i.e. ticket and hotel reservations, visa requests, etc.) including coordinating the travel and protocol needs.

Selection Criteria

• Bachelor degree with at least 3-5 years of relevant experience, with solid knowledge of IFC / WBG operational procedures (preferred) or demonstrated strong capability to understand and implement corporate policies and Procedures.
• Excellent interpersonal and communication skills, with ability to interact diplomatically with clients and staff at all levels, recognized ability to exercise good judgment in interpersonal dealings at all levels and in handling confidential information.
• Excellent organizational, administrative and time management skills. Experienced working within tight deadlines and under pressure; flexibility to work overtime during peak periods on a short notice.
• Demonstrated capacity to multitask and prioritize workload, work with minimal supervision with initiative and resourcefulness. Ability to follow through team’s priorities and respond to requests for information in a timely manner.
• Effective analytical, research and problem-solving skills.
• In-depth knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area.
• Excellent verbal and writing/editing skills in English and Spanish including the ability to translate relevant correspondence.
• Excellent skill in preparing PowerPoint and other visual presentation tools.
• Ability to handle time-sensitive assignments.

Competencies:

• Technology and systems knowledge - Able to conduct routine work using basic software applications (Microsoft Office, Outlook) and appropriate technology and /or data base management systems.
• Client Orientation - Demonstrates positive client service attitude; is able to develop good working relationships with internal/external clients.
• Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
• Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
• Knowledge, Learning and Communication - Demonstrates tact and judgment, good listening and communication skills. Exhibits interest in learning and enhancing own abilities and sharing knowledge.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.

 

.